Informatics professional services - Veteran Affairs Canada

1. Introduction

Samson & Associates was engaged as a Fairness Monitor (FM) on October 3, 2018 to observe the competitive selection process for the Informatics Professional Services, issued by Public Services and Procurement Canada (PSPC) on behalf of Veterans Affairs Canada (VAC) through solicitation number 51019-194001/A. Samson & Associates is an independent third party with respect to this activity.

We reviewed all of the information provided and observed all relevant activities. We had full access to all aspects of the procurement process. We had the co-operation from all stakeholders.

We hereby submit the Final Report, covering the activities of the FM, commencing with the issuance of the Request for Proposal (RFP) and continuing through the close of the RFP evaluation phase.

This report includes our attestation of assurance, a summary of the scope and objectives of our assignment, the methodologies applied and relevant observations from the activities undertaken.

2. Attestation of assurance

The FM hereby provides the following unqualified assurance statement concerning the competitive selection process for the Informatics Professional Services commencing with the issuance of the RFP and continuing through the close of the RFP evaluation phase.

It is our professional opinion that the competitive selection process we observed for the above services, was carried out in a fair, open and transparent manner.

3. Requirement

The Information Technology, Information Management, Administration and Privacy Division (ITIMAP) of VAC has a requirement for the provision of informatics professional services of various types on an as and when requested basis to support, maintain and enhance the applications developed and supported by ITIMAP.

One of ITIMAP’s key roles is to deliver application development services to VAC.

4. Methodology

Samson & Associates was engaged as a FM to observe the competitive selection process for the Informatics Professional Services requirement and to attest to the fairness, openness and transparency of this monitored activity.

In accordance with the terms of our engagement, we familiarized ourselves with the relevant documents, and observed procurement activities (e.g., RFP, as well as the RFP evaluation), and identified fairness-related matters to the contracting and technical authorities and ensured that responses and actions were reasonable and appropriate.

4.1 Activities and observations: request for proposal

The RFP was posted via Archived—buyandsell.gc.ca on January 21, 2019 and closed March 15, 2019.

Questions from the potential bidders were accepted and answers were provided and distributed via Archived—buyandsell.gc.ca up to three days prior to the closing date. The FM reviewed the RFP documents as well as all questions and answers provided to ensure fairness-related considerations were satisfactorily addressed.

No site visits were held during this phase.

At the close of the RFP, five amendments were communicated as a result of questions and requested clarifications from bidders. The FM reviewed all amendments issued prior to their publication.

Summary of findings: It is the opinion of the FM that the RFP phase for the Informatics Professional Services requirements process was conducted in a fair, open and transparent manner. In this context, fairness refers to decisions being made objectively, free from bias, favouritism or influence and conforming to established rules.

4.2 Activities and observations: request for proposal evaluation phase

An evaluation kick-off meeting was held on March 18, 2019 with the evaluators to review roles and responsibilities. The CA and the FM were in attendance.

The Bid received was evaluated individually by the evaluators. The evaluators then met to arrive at consensus on the results of the evaluation. The FM and the Contracting Authority were in attendance for the consensus discussions.

Following the financial evaluation, the successful proponent was identified on April 11, 2019. The FM reviewed the financial evaluation results.

No fairness issues were identified.

Summary of findings: It is the opinion of the FM that the RFP Evaluation Phase for the Informatics Professional Services requirements process was conducted in a fair manner. In this context, fairness refers to decisions being made objectively, free from bias, favouritism or influence and conforming to established rules.

5. Reference documents

The following documents referenced by number in this report and unless otherwise indicated, are all available through PSPC.

6. Addendum to final report, May 26, 2020

Addendum to FM Final Report dated April 22, 2019 for the competitive selection process for the Informatics Professional Services, issued by PSPC, on behalf of Veterans Affairs Canada.

This Addendum to the FM Final Report covers the period following the conclusion of the evaluation phase.

Fairness monitoring activities related to the contract award and debriefings

A single bid was submitted in response to the Request for Proposals. The bidder was advised of the contract award on April 27, 2020.

No debriefing meetings were requested.

Fairness monitoring attestation of assurance

The fairness monitor hereby provides the following unqualified assurance statement concerning the competitive selection process for the Informatics Professional Services.

It is our professional opinion that the competitive selection process that we observed was carried out in a fair, open and transparent manner.